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HomeMy WebLinkAboutOrdinance 17381-01-2007Ordinance No.17381-01-2007 AN ORDINANCE INCREASING ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE SPEC[ALLY FUNDED CAPITAL. PROJECTS FUND IN THE AMOUNT OF $6,840,000 TO FROM AVAILABLE FUNDS, FOR THE PURPOSE OF EXECUTING A CONTRACT WITH TRI-TECH SOFTWARE SYSTEMS FOR A COMPUTER AIDED DISPATCH AND STATION ALI=RTING SYSTEM AND ANNUAL SUPPORT; PROVIDING A SEVERABILITY CLAUSE MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES AND REPEALING ALL PRIOR ORDINANCES IN CONFLICT HEREWITH; AND PROV[DING AN EFFECTIVE DATI=. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TI=XAS: SECTION 1. `T'hat in addition to those amounts allocated to the various City departments for Fiscal Year 2006-2007 in the Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the New Equipment Purchase Fund in the amount of $6,840,000 from available funds, for the purpose of executing a contract with Tri-Tech Software Systems for a Computer Aided Dispatch and Station Alerting System and annual support. SECTION 2. That should any portion, section or part of a section of this severability clause be declared invalid, inoperative ar void for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall be and remain in full farce and effect. 4 SECTION 3. That this ordinance shall be cumulative of Ordinance Na. 17142 and all other ordinances and appropriations amending the same except in those instances where the provisions of this ordinance are in direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed. SECTION 4. This ordinance shall take effect upon adoption. APPROVED AS TO FORM AND LEGALITY: v# Assistant City ttorney ADOPTED AND EFFECTIVE: Janua 23 2007 pity ®f F®~t ®-~~r, T"ex~s I I I C©UNCI~ ACTIIC)N: Appr®ved on 1123!2©U7' w Ordinance No. 1738Q-01-2QQ7 & 1381-€31-20U7 DATE: Tuesday, January 23, 2007 LOG NAME: 35CAD2 REFERENCE NO.: C-21944 SUBJECT: Authorize the City Manager to Execute a System Purchase and Support Agreement with TriTech Software Systems. for a Camputer Aided Dispatch and Station Alerting System and Adopt the ,Appropriation Ordinances ~, RECOMMENDATI®N: It is recommended that the City Council: 1. Adapt the attached appropriation ordinance increasing estimated receipts and appropriations in the New Equipment Purchase Fund by $5,754,191 to be obtained through the City's Equipment Note program approved by City council nn February 9, 1999, {M&C G-12462} by Ordinance Na. 13701; and 2. Approve the transfer of $5,754,191 from the New Equipment Purchase Eund to the specially funded Capiyal Projects Eund far the CAD replacement project; and 3. Approve the transfer of $1,085,809 from the General Eund to the Specially l=unded Capital Projects Fund for the CAD replacement project; and 4. Adopt the attached appropriation ordinance increasing estimaged receipts and appropriations by $6,840,000 in the Specially Funded Capital Projects Eund from available funds; and 5. Authorize the City Manager to execute a System Purchase and Support Agreement with Tri-Tech Software Systems in an amount not to exceed $4,980,000 far a Camputer Aided Dispatch (CAD) an Station Alerting system; and 6. Upon approval, find that this agreement is necessary to preserve or protect the public health ar safety of the residensts of the City of Eort Worth. DiSCUSS[ON: On November 7, 2006, City Council was briefed during the Pre-Council meeting and by Informal Report No. 8806 on the need for a new CAD system. At that time, the City Council was presented with an estimated project cost of $7.2 million. Subsequently, the City Council authorized the City Manager to move forward with the Public Safety CAD system replacement and begin negotiations with TriTech Software Systems. Based an those negotiations, a purchase price was quoted by TriTech that included special end-of-year discounts that would expire December 31, 2006. The purchase price for the CAD system was priced at just under $4.8 million with installation, other related software costs, and contingencies increasing the system price (installed) to an estimated $6,656,250.00. On December 19, 2006, Council approved M&C C-21906 to authorize a contract with TriTech in an amount not to exceed $4.8 million for the purchase of a new CAD and Station Alerting system contingent upon a short-term inter-fund loan from the Crime Cnntrnl and Prevention District (CCPD} to provide initial funding far the project. The City Council also approved M&C G-15550 on the same day authorizing the City Manager to request the CCPD loan. On December 27, Lagnanle: 3 SCAD2 Page 1 of 3 2006, after two public hearings and staff presentations, the CCPD Board of Director's voted to deny the inter-fund loan request. The action by the CCPD Board of Directors essentially nullified the passage of the two M&Cs approved by the City Council on December 19th since these M&Cs were contingent upon approval of the inter-fund loan by the CCPD. Additionally, since the City was unable to enter into a contract with TriTech prior to January 1, 2007, the vendor's special end-af-year discount expired and the City has had to negotiate a new price with TriTech. City staff is now requesting Council approval for the City Manager to execute an agreement with TriTech in an amount not to exceed $4,980,000.00 to acquire a new CAD and Station Alerting system. City staff is recommending that this procurement pursuant to Section 252.022(a)(2) of the Local Government Code, which exempts procurements necessary to preserve ar protect the public health or safety of the municipality's residents from competitive bidding requirements. The purchase of the TriTech CAD system will assure that real-time fully functional interoperability and information sharing can and will occur between the City's new CAD system and the Med Star CAD, which is also a TriTech CAD system. In addition to the contract amount, City staff is requesting City Council approval for additional project funding in the amount of $1,860,000.00 for contingency and for purchase of a small number of add-on software modules that are necessary to provide the total system functionality required by the Police Department. Since the functionality embodied in these add~on modules is considered administrative in nature, these modules would not be exempt from competitive bidding requirements under Section 252.022 (a}(2) of the Local Government Gode. These modules will therefore be procured through a standard, competitive bidding process with City Council approval. The future purchase price far these add-on modules is included in the additional project funding. Since the December 27th CCPD Board vote, staff has worked to identify another method to fund this project. The urgency of funding this project is driven by the need to have the new system in place before the end of the current calendar year. After December 31, 2007, the Automatic Vehicle Locater component of the current CAD system will no longer be supported by the vendor. As reported on November 7, 2006, the initial plan for financing the CAD project was to use equipment notes with a 5-year repayment plan. Consistent with that plan, the 2006-2007 adapted City budget included $9,085,809 for the anticipated debt service related Tn the equipment Hate financing. Subsequently, it was determined that equipment notes could oat be issued without a currenf (i.e., FY 2005) CAFR. In order to avoid a delay in acquiring the much needed system, the request in December fa the CCPD Board was made to provide a short~ferm inter-fund . loan until the equipment Hates could be issued. Upon denial by the CCPD Board, staff further explored the mechanics of the equipment note program in consultation wifh City's Band Counsel. It was determined that because the Gity actually has contracts in place with two banks to purchase equipment notes, the contracts can be used to provide appropriation authority without actually having fo sell the equipment notes at this time. Upon completion of the 2005 CAFR, the City anticipates selling equipment notes and replenishing the note authority. This is similar to the way the commercial paper program is used by the City for larger capita! projects. Pursuant to the City's renegotiation wifh TriTech, the total project cost is now estimated to be $6,840,000.00 ($4.98 million for the TriTech CAD plus $9.86 million for add-on modules and contingency). Since there is currently $1,085,809 in the City's General Fund for thjs project, the recommendation includes City Council approval and the authority to appropriate the remainder of the project casts of $5,754,991.00 Through the use of City Equipment Notes. As stated above, the project costs as proposed include funds for additional software costs as weq as a reasonable contingency allowance for unforeseen project changes. City staff is committed to avoid and minimize any potential usage of the contingency dollars. In addition, Cify staff will pursue reasonable options to minimize and reduce project costs throughout the lifecycle of the project. For example, staff will evaluate the vendor's proposal for computer servers and determine if the City can procure its own servers directly resulting in an overall cost savings far the project. In addition, approximately $500,000.00 of the $4,980,000.00 contract with TriTech is budgeted for the first year of annual maintenance far the CAD system. Currently; the Gity pays approximately $200,000.00 for annual maintenance of its Tiburon CAD system. Once the Tiburon CAD system has been replaced, this recurring budget item will be replaced with an annual budget sine item for maintenance of the TriTech system, providing an opportunity for savings in Logname: 35CAD2 Page 2 of 3 the project in the first year. This potential project cost saving is being evaluated. Upon approval of this M&C and execution of the contract with TriTech, the current timeline for the project proposes a ga-live CAD implementation for the Fire Department of ©ecember 2QQ7, with a ga-live implementation for Police to occur by mid-20E}8. Staff will be working to shorten the timetable during installation. FISCAL INFORMATIONIC~RTIFICATION: The Finance Director certifies that upon approval of the above recommendations and adoption of the attached appropriatinnn ordinance, funds will be available in the current capital budget, as appropriated, of the Specially Funded Capital Projects Fund. TO FundlAccountlCenters FROM FundlAccountlCenters G193 4852D0 OD4193004020 $5.754.191.00 G193 538070 OD41930D4020 $5,754 191.DD G193 538070 004193D04020 5 754 191.00 GG01 538070 0908D03 _ 1 085 809.00 0291 472'193 041100064480 $5.754.191.00 0291 541390 0411D006448D 4 980 OOD.OD C291 472001 04110DD6448D $1,085,809.D0 C291 54139D 04110D064480 6 840 OR0.00 Submitted for City Manager's Office bd: Joe Paniagua (8191) Origir~ati. tag ®e artmen~ Heats: Peter Anderson (8781] Additional Inforsr~ation Contact.: Joe Paniagua (5191) Logname: 35CAD2 Page 3 a~3